As the academic year begins, students, faculty, and staff adjust to new spaces, schedules, and digital tools. While online security is essential, everyday habits at your physical workspace also play a key role in protecting personal and university information.
Whether your desk is neatly organized or creatively cluttered, unsecured screens, visible documents, or unattended devices can increase the risk of data exposure, theft, or misuse. Many universities promote clean desk practices, but even without a formal policy, simple habits can significantly improve security.
Why a Clean Desk Matters
University offices, labs, and shared spaces are accessed by more people than we often realize. Cleaning crews, maintenance staff, vendors, and service providers may enter work areas during evenings, weekends, or holidays. During the day, others may pass by desks in open environments.
Unlocked screens, unsecured drawers, or unattended laptops and access badges can expose sensitive information—even in private offices that may be accessed for legitimate purposes.
Security Risks Aren’t Always Obvious
Not all security risks come from cybercriminals. Social engineering tactics can be used to gain unauthorized access, while well-intentioned individuals may accidentally expose information—for example, by sharing photos of cluttered desks online.
Colleagues and classmates also handle different levels of sensitive information. Leaving confidential documents visible can compromise privacy and create risks for both individuals and the institution.
Simple Clean Desk Tips
- Lock your computer whenever you step away
- Keep mobile devices with you or securely stored
- Store sensitive documents and portable media out of sight
- Secure keys, ID cards, and access badges
- Do a quick check before leaving for the day
Avoid “Sticky-Note Syndrome”
Writing passwords on sticky notes or paper is a common but serious security mistake. Visible or poorly stored passwords can be easily stolen or photographed, leading to unauthorized access and potential data breaches. If you need help managing passwords securely, your IT or information security team can assist.
Small desk habits make a meaningful difference in keeping our campus secure.
INFORMATION SECURITY DEPARTMENT